Batches

 

Overview

Batches are very important to the digital asset library. For most users, the asset library will be used to hold larger groups of photos. Take for instance storing photos from this year's freshman orientation. Although this group of photos may be broken down into smaller groups, you would most likely be uploaded the photos to the system in these groups.

This is what a batch is, a collection of photos (or other media) that comes from the same source, in this case, a certain event. The files in your asset library are stored in these batches, and other features such as galleries and lightboxes pull their content from these batches.

 

Adding a Batch

If you find yourself uploading media files quite often to your library, then you most likely would not be needing to upload weeks or months worth of files at one time. So, the task at hand can usually be handled quickly and effectively by uploading the files directly through your browser. The process described below may seem long and detailed, but after you import your first few batches, you will most likely understand the process very well.

If you happen to name a new batch when importing the same as an already existing batch, the existing batch will not be overwritten or lost. Instead, you will be asked if you want to actually create a new batch of files, or if you simply want to merge any files you upload in this session to the current batch.

Also, if for some reason an error occurs (and the uploading process stops or "locks up") or you do happen to navigate away from the upload page, the images that have been fully uploaded to the batch up to that point will be saved. You will, though, have to navigate back to the Import Files page for the batch and attempt to upload the missed files again.

Once all of the files have been uploaded, they will need to undergo processing. If you uploaded a small amount of files, this processing may not take very long to do, but if you uploaded quite a few files, it may take some time. If you end up importing a large number of files this way, you may want to consider using the "send me an email notification" feature. Once the batch is finished processing, you will be able to make changes to it and its media files.

  1. Navigate to the Import Files page.
  2. If you wish to add files to an already existing batch, you can view the documentation on adding to a batch or merging batches. To start the process of creating and uploading a new batch, click the Add Batch button. The Upload New Batch dialog will show.
  3. Fill out the fields as needed. View a description of this interface for reference.
  4. Click the Continue button when finished.
  5. Eventually, you will be brought to the Upload Files page.
  6. Click the Browse Files button to open up a dialog that you can use to select the files on your computer that you want to upload. In this dialog, you can make multiple selections rather than only choosing one file at a time. You cannot, however, make multiple selections across different folders. To choose files from another folder, you will need to select items from your first folder, add them to the upload list, and then choose to browse for files again.
  7. If you no longer need an image in the upload queue, each item in the list has their own Remove link that will delete it from the upload queue. Each of these items also tells the size of the file you are uploading.
  8. Once you are satisfied with your file choices, you then need to check and verify the other options for the upload.
  9. When ready, click the Start Upload button. The files will immediately begin to be uploaded. It is important that you do not navigate away from this page. The Overall and File progress bars will inform you as to the progress of the uploads.
  10. Once the upload is finished, the page will automatically refresh and take you back to the Import Files page. The batch you just imported will be shown as undergoing processing.

 

Adding and Merging a Batch

There are many ways in Imagespace to add new files to a batch; many of them have already been discussed. There is still yet one more way to accomplish this task.

If a new batch is created, but uses the same name of an already existing batch, you will be given the option to either merge the files you will upload to the existing batch, or to go ahead and create a new batch. In order to maintain clarity and uniqueness to your batches, it is suggested that you either do the merge, or cancel and choose a different name for your new batch.

  1. On the Import Files page, click the Add Batch button.
  2. The Upload New Batch dialog will show. For the name of the batch, enter the name of an already existing batch, then click the Continue button.
  3. You will be notified that a batch with the same name already exists. You will be given the option to continue making a new batch, or to add the files into the already existing batch. Chose to add the files into the existing batch.
  4. A new page will open that will allow you to choose files from your computer to upload into the batch; this page is exactly like the normal upload page. Select your files and upload them.
  5. Once the uploads are finished, you will return to the Import Files page, and the batch will be shown as processing. You cannot make any changes to the batch or its files until this processing is complete.

 

Editing a Batch

  1. On the Import Files page, browse the listings to find the batch that you wish to edit. Next to the title of the batch should be an Edit hyperlink; click this. The Update Batch dialog will show.
  2. Edit the fields as needed. View a description of this interface for reference.
  3. Once satisfied with your changes, click the Continue button to save them, or click the Cancel button to ignore them.
  4. The dialog will close, and the batch's listing on the Import Files page should immediately reflect any changes you made.

 

Adding to a Batch

There are two methods that can be used to add files to a batch.

Clicking the Add Batch button will allow you to upload new files via your web browser, which will then be added into the current batch rather than adding a new batch. This task is the same as importing files via the web. Once you are finished with the imports, you will be returned to the Import Files page, as the batch will need to undergo processing again before you can edit anything in/about it.

If you have unprocessed batch queues, you can use these to import new files into an already existing batch. Click the Add from Batch Queue button to do this. This task is similar to processing batch queues. There is one exception, however. Instead of being able to make multiple selections for processing, only one batch queue can be selected. Once the batch queue has been selected and started processing, you will return to the Import Files page, as you cannot alter any files or properties of the Batch until it undergoes processing.

 

Editing a File in a Batch

  1. On the Import Files page, browse the listings to find the batch that you wish to edit. Click the respective Edit Batch button.
  2. A new page will open, listing the each individual file in the batch.
  3. In the listing for an individual file, there is an Edit button; click it if you wish to edit the properties of just a single file.
  4. Right in the page, the listing will expand and show editable fields so you can alter the files attributes. Make changes as needed. View a description of this interface for reference.
  5. Click the Save button when finished.

 

Editing Multiple Files in a Batch

Next to each file listing (to the left), is a checkbox. You can use these checkboxes to make multiple selections. There is also a Select All checkbox at the top of the file list, which can be used to select/deselect all of the items on the page.

Always be careful when editing large numbers of items at one time! When saving the changes, the attributes of the selected files will be replaced with the new data you entered. All of the old keywords and other fields (aside from the Descriptive Name) will be lost.

  1. On the Import Files page, browse the listings to find the batch that you wish to edit. Click the respective Edit Batch button.
  2. A new page will open, listing the each individual file in the batch.
  3. Once you have made your multiple selections, at the top of the file list is an Update Selected button; click this.
  4. At the top of the list, a box will expand, allowing you to edit the properties of the files. View a description of this interface for reference.
  5. When satisfied, click the Save button to save the changes, or click the Cancel button to ignore them.

 

Removing a File from a Batch

  1. In the listing for an individual file, there is a Delete button; click it if you wish to remove just a single file.
  2. You will be prompted for confirmation; clicking the OK button will continue with the deletion.
  3. The page will immediately reflect the deletion from the batch.

 

Removing Multiple Files from a Batch

To the left of each item in the list there is a checkbox. These checkboxes can be used to make multiple selections. There is also a Select All checkbox at the top of the file list, which can be used to select/deselect all of the items on the page.

  1. Once you have made your multiple selections, at the top of the file list is a Delete Selected button; click it.
  2. You will be asked to confirm the action; clicking the OK button will continue on with the deletion of the selected files.
  3. The page should immediately reflect the changes.

 

Deleting a Batch

  1. On the Import Files page, browse the listings of the batches in your system to find the one you wish to delete. Click the Delete Batch button for the respective batch.
  2. You will be prompted to confirm the action; click the OK button to continue or the Cancel button to quit.
  3. The batch will be removed from the system, and the Import Files page will refresh, now reflecting the deletion. If the batch and a few items still show, try refreshing the page.